Administration Specialist; m​/f​/d

Position: Administration Specialist (m/f/d)
Location: Diano d'Alba

Company Overview
NACOS Marine is a globally integrated group of companies at the forefront of maritime automation, navigation, and control systems. Building on decades of expertise and a heritage of trusted solutions, NACOS Marine continues to pioneer technologies that set the standard for safer, smarter, and more efficient ship operations worldwide.
Our administrative teams play a key role in ensuring smooth operations, strong coordination across departments, and reliable administrative governance.

Role Overview
We are seeking an Administration Specialist (m/f/d) to support daily administrative operations and act as a key coordination point between departments, particularly Finance and Warehouse/Operations. This role requires a highly structured and detail-oriented professional who ensures accuracy, compliance, and efficient administrative processes.
You will play an important role in maintaining documentation, supporting operational workflows, and ensuring administrative quality across business activities.

Key Responsibilities
Office Administration & Coordination

Manage daily office operations and administrative procedures
Coordinate schedules, meetings, and appointments
Maintain office supplies and vendor relationships
Support administrative governance and process compliance

Documentation & Records Management

Prepare, organize, and maintain company documents and records
Ensure structured filing systems (digital and physical)
Handle confidential information securely and accurately
Monitor administrative accuracy and compliance across processes

Cross-Functional Coordination

Act as coordination point between Finance and Warehouse/Operations teams
Support financial and operational data alignment and documentation
Assist in administrative process improvements and workflow coordination
Track deadlines and follow up on action items across departments

Data & Reporting

Maintain administrative databases and spreadsheets
Prepare reports and summaries for management
Support tracking of budgets, expenses, and operational data
Ensure data accuracy and consistency across systems

Key Requirements

Diploma in Business Administration or related field
Proven experience in administrative or office support roles
Strong organizational skills with high attention to detail and accuracy
Experience coordinating across departments, ideally Finance and Operations
Ability to work with financial and operational data
Proficiency in Microsoft Office (Excel, Word, PowerPoint)
Structured, reliable, and proactive working style

Experience with ERP systems or document management tools is an advantage
Strong communication skills and ability to work independently

Why choose us and why we’d choose you
At NACOS Marine, you will be part of an international organization where strong administrative support plays a critical role in business success. You will work closely with multiple departments and contribute to efficient operations and continuous improvement in a dynamic environment.
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